Official exhibits are confined to booths on the exhibition floor of the designated convention facility. Show management reserves the right to reject or prohibit exhibits, or Exhibitors do not meet the goals of the trade show, or to relocate Exhibitors when in management’s opinion such moves are necessary to maintain the quality, traffic flow, character and good order of the show.
Exhibitors are not permitted to show product, solicit or draw traffic elsewhere on or around the PPPC premises during show hours, unless agreed upon as part of a sponsorship opportunity with PPPC. An Exhibitor may reserve space only for its own use and may not transfer, assign or sublet space to other Exhibitors without written permission of Management.
An Exhibitor may exhibit the products of no more than one company in a single standard exhibit booth. The Supplier can only show product that will be invoiced by said Supplier. Exhibiting products of affiliate or sister companies, even those who are also members, is prohibited. A Supplier can show as many lines as are sold by the company.
The Exhibitor agrees that no display may be dismantled or goods removed during the entire show run, and must remain intact until closing on the last day. Early tear-down of a booth will automatically result in a penalty. Exhibitor also agrees to remove their exhibit, equipment and apparatus from the show building by final move-out time, or in failing to do so, agrees to pay all such additional costs as may be incurred.
Exhibits must comply with fire regulation. All display materials must be fireproof.
Booth assignment space is assigned under a priority point system established by the PPPC, based on both the exhibitor supplier member’s participation in trade shows (Beginning with the Montreal 1991 National Convention), and number of member’s years in the Association. Specifically, one point is credited for each calendar year of the company’s membership since 1956 (date of the letters patent incorporating the Promotional Products Association of Canada Inc & Promotional Product Professionals of Canada) and one point for attendance at each PPPC show (per city). Exhibiting companies that lapse their membership for longer than one year lose previously accrued priority points.
Priority points cannot be donated, bought, or sold by or from one exhibiting company to another. Priority points can only be transferred or absorbed by one Exhibitor Company from another through the process of acquisition of another exhibitor company in good standing. The acquired company must clearly demonstrate that it is in the Promotional Products industry as a going entity at the time of the acquisition. However, the priority points of two companies may not be combined. (For example: If Company A with 13 points purchases Company B with 45 points and becomes one company the firm’s priority points are 45, not 58).
Exhibitors may list their booth location preferences on their application form but are not guaranteed specific locations and/or booth configurations. Many factors are taken into consideration when assigning booths, and show Management reserves the right to place a company’s booth anywhere on the show floor that best suits overall considerations according to size, configuration, competition, overall flow, etc. Also considered in the allocation of booth spaces are: competitive exhibitors, number of required booth spaces, special configuration and date of returned registration forms.
Conflicts between firms having the same point credit are resolved by order of membership entry date. Groups of exhibitors are granted an average of their total points for booth allocation.
EXHIBITORS WHOSE BOOTH REGISTRATION FORMS AND PAYMENT ARE NOT RECEIVED BY THE DEADLINE DATE SPECIFIED ON THE FORM WILL LOSE THEIR PRIORITY POINTS ADVANTAGE FOR THAT SHOW. ASSIGNMENT OF BOOTH SPACE WILL THEN BE ON A FIRST COME FIRST SERVED BASIS DEPENDING ON SPACE AVAILABILITY.
Exhibit space not occupied by the Exhibitor by the end of the setup time shall be forfeited by the Exhibitor and the space reassigned by the Association without refund, unless arrangements for delayed occupancy have been approved by Show Management. In the event that an Exhibitor fails to make all payments at the time appointed herein, all rights of the Exhibitor shall cease and terminate and any and all payments on account hereof prior to said time may be retained by Management as liquidated damages and not as penalty, and Management may rent the space to other Exhibitors. Distributor attendee lists will not be provided to suppliers who forfeit their space or fail to make all payments.
In the event the building should be destroyed by fire or the elements, or if any other circumstances whatsoever should occur which might make it impossible for Management to permit exhibitors to occupy the premises or if the show is cancelled, the exhibitor shall pay for space only for the period the space was or could have been occupied, and Management will in no way be responsible for any claims or damage which might arise in consequence thereof.
DURING THE SHOW
All exhibit items are to be placed within your designated booth space and must not encroach or obstruct the aisle or the neighbouring booths.
Signs, advertising devices and/or representation shall be confined to the Exhibitor’s booth. Exhibitors can show line names and/or company names only at booths. Nothing shall be posted, tacked or otherwise attached to columns, walls, floors or other parts of the building or furniture. Exhibitors shall not distribute or display products, circulars, catalogues or publications outside the confines of the exhibit areas. Exhibitors are not permitted to supply or sell food or beverages within the exhibit space.
The Exhibitor shall not conduct him/herself or operate any equipment at a level of sound that is determined at the sole discretion of management to be detrimental to the welfare of the show or other Exhibitors.
DISTRIBUTION OF MATERIALS
Catalogues may only show line names and/or company names and/or Association membership number. PPPC does not prohibit the publication of web addresses on supplier catalogues; however, in the spirit of cooperation, we recommend that the established and accepted structure of our Association be followed, that of Supplier-Distributor-End User, on websites.
Suppliers may exchange business cards with all Members of distributor companies and their staff.
Only retail coded price lists are permitted for distribution on the floor; net price lists are not.
PROTECTION OF PROPERTY
Reasonable security shall be provided at all times on the show premises, primarily to assure public safety. Exhibitors’ property shall be placed on display at their own risk and Management assumes no liability for loss of damage thereto. The Exhibitor shall assume all responsibility for loss or damage to his or her property due to theft, fire, flood or any other cause beyond the control of Management.
PPPC might choose to coordinate transportation of goods for its registered Exhibitors but has no control over the safe delivery of such goods, and therefore will forever be held harmless in the case of loss, damage and/or theft of Exhibitors’ goods while in PPPC’s or its contractors’ possession. Exhibitors must insure goods at their own expense.